Question about filing system

11-23-2009, 01:30 PM

I'm new to GTD. I was a follower of Covey for years but some things just didn't work in real life. GTD has filled in those areas. However, I don't understand what David is advocating for a filing system. It seems he suggests 2: one for projects and one simply labeled A-Z. How does this work in real life? How do you file things in the A-Z system and then how do you find them again? I am ready to start my "in" box but I really need to understand this before I can empty it. Thanks.

I'm new to GTD. I was a follower of Covey for years but some things just didn't work in real life. GTD has filled in those areas. However, I don't understand what David is advocating for a filing system. It seems he suggests 2: one for projects and one simply labeled A-Z. How does this work in real life? How do you file things in the A-Z system and then how do you find them again? I am ready to start my "in" box but I really need to understand this before I can empty it. Thanks.

Please google this forum and you'll find lots of different approaches.

Welcome to GTD. I was also a Franklin-Covey convert; I learned the hard way that Covey's teachings are brilliant and applicable at 20,000-50,000 feet but utterly outmoded and useless in the world today at runway and 10,000 feet (most particularly the ABC 123 prioritized daily task lists).

David Allen advocates having a simple A-Z filing system for reference material. Some files in that system support projects, some don't (like a file containing your favorite local Chinese take-out menu).

I've never read a recommendation from him to keep separate systems, but some people do. It all depends on what works best for you.

I suggest you download the General Reference Filing article and other relevant articles from the Free Articles section of this web site. After you've read the article if you have further questions please ask.

David Allen advocates having a simple A-Z filing system for reference material. Some files in that system support projects, some don't (like a file containing your favorite local Chinese take-out menu).

I've never read a recommendation from him to keep separate systems, but some people do. It all depends on what works best for you.

You can use more than one A-Z filing system. As far as I know David Allen has a separate A-Z system just for his financial information.

Comment

2] 43 Folder Tickler File 1-31/Jan-Dec for day specific info
& behind that Project 1-9 & A-Z for temporary items that I refer to in my lists for when I am going to be in the right context to take with me; like-RE: ReRoof Shed; measurements to take to Home Depot [Project 1] @home @office

3] 2009 Vendor Invoices - these files are separate from A-Z because I don't want them integrated & I also have an archive for 2008/2007 vendor invoices running 2 years back. @office

+1] I have a small specific set of specific files in my RV (recreational vehicle-5th wheel) which are less than 10 & in A-Z order @RV

+2] I have a glove box with essential papers & manuals in my truck! @Truck

Comment

How does this work in real life? How do you file things in the A-Z system and then how do you find them again?

I have one big A-Z file with everything in it including all my project files for someday/Maybe projects. From a past filing system I have color coded folders that does seem to help finding stuff. I use Green for Farm Plant stuff, Blue for Farm Animal Stuff, Yellow for the computer business and manila for personal. I have 3 additional A-Z filing systems for specific things: 1 for the Sheep Association I am secretary for, 1 for Genealogy research and 1 for the Ditch Company I am the treasurer of. If I look for a file and it's not where I thought it was when I find it I relabel it. I have one other group of files that I refer to constantly. Those are my tickler folders and the set of folders where I capture and store until year end processing the expenses and sales related to the farm business and the computer business. I put the active project support folders there too as it's the top drawer by my desk so the easiest to access.

In practice it works really well now. I am still fine tuning the labels on some folders but I can find things much more easily now.